Oahu 2015 PIT report

51
City and County of Honolulu Homeless Point-in-Time Count 2015 City & County of Honolulu Department of Community Services State of Hawaii Department of Human Services Homeless Programs Office Partners in Care April 2015

Transcript of Oahu 2015 PIT report

Page 1: Oahu 2015 PIT report

City and County of Honolulu

Homeless Point-in-Time Count 2015

City & County of Honolulu

Department of Community Services

State of Hawaii

Department of Human Services

Homeless Programs Office

Partners in Care

April 2015

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C. Peraro Consulting, LLC, 2015 Oahu Point-In-Time (PIT) Count, April 2015 2

Table of Contents

Acknowledgements ....................................................................................................................................... 3

Overview ....................................................................................................................................................... 4

PIT Teams ..................................................................................................................................................... 5

Summary ....................................................................................................................................................... 7

Homeless Subpopulations ............................................................................................................................. 9

Sheltered Results ......................................................................................................................................... 11

Unsheltered Results .................................................................................................................................... 13

Recommendations ....................................................................................................................................... 16

Appendix 1: Sheltered Program Utilization on the Night of 1/25/15 ......................................................... 17

Appendix 2: Oahu HUD Homelessness Data Exchange (HDX) Tables ..................................................... 19

Appendix 3: 2015 PIT Count Household Survey ....................................................................................... 28

Appendix 4: 2015 PIT Count Single Survey .............................................................................................. 31

Appendix 5: 2015 Non-HMIS Sheltered PIT Survey ................................................................................. 33

Appendix 6: 2015 Overview ....................................................................................................................... 40

Appendix 7: 2015 Contact and Confidentiality Form ................................................................................. 44

Appendix 8: PIT Agency Instructions ........................................................................................................ 45

Appendix 9: Additional 2015 PIT Count Instructions ................................................................................ 46

Appendix 10: Preparation for the 2015 PIT Count ..................................................................................... 49

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Acknowledgements

Mahalo to the agencies and individuals who contributed their time, expertise, and other resources

to conduct the 2015 Point-in-Time (PIT) Count. The City & County of Honolulu and Partners in

Care1 (PIC) would like to recognize the following organizations for their help in coordinating

this year’s PIT.

Aloha United Way Housing Solutions Inc.

Alternative Structures International Hybrid International, LLC

C. Peraro Consulting, LLC The Institute for Human Services (IHS)

Catholic Charities Hawaii Kalihi Palama Health Center

CHOW Project Kealahou West Oahu

Department of Veterans Affairs (VA) Mental Health Kokua

Department of Housing and Urban

Development (HUD)

Pacific Islander Ministry

Family Promise Hawaii Project Date

Hale Kipa River of Life

Hawaii Community Action Program Salvation Army

Hawaii Community Foundation Steadfast Housing Development

Corporation

Hawaii DHS, Homeless Programs Office University of Hawaii

Hawaii Interagency Council on

Homelessness

USVETS, Inc.

Hawaii Job Corps Waianae Coast Comprehensive Health

Center

Helping Hands Hawaii Waikiki Health Center

Holomua Na Ohana Waimanalo Health Center

Hoomau Ke Ola Windward Homeless Coalition

HOPE Inc. Women in Need

A special mahalo to Aloha United Way, Catholic Charities Hawaii, and USVETS Waianae for

providing venues for the trainings on Oahu.

1 Partners in Care (PIC) is an Oahu based membership organization of homeless service providers, businesses, units

of local, state, and federal government, service consumers, and other community representatives. PIC is heavily

involved in planning, coordinating, and advocating for programs and services to help the homeless.

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Overview

The U.S. Department of Housing and Urban Development’s (HUD) annual grant application for

Continuum of Care (CoC) homeless assistance programs funding requires the Honolulu CoC to

produce an unduplicated count of Oahu’s homeless in sheltered and unsheltered locations on a

one-day point in time during the last ten days of January. It’s important to note that the count is

a cross section of homelessness, and does not reflect the number of homeless served over any

specific duration of time. The date for this year’s count was January 25, 2015 and spanned the

entire island of Oahu. The City, HPO, and PIC collaborated to refine the methodology used for

the count and worked diligently with homeless service providers to prepare for the count and

assemble the necessary tools to capture the information needed to produce this report.

The primary objective of the 2015 PIT Count was to obtain a reliable estimate of Oahu’s

sheltered and unsheltered homeless as of 1/25/15. The count is very useful because it provides

demographic and subpopulation data for the homeless enumerated in emergency, transitional,

and unsheltered locations. Specifically, the count allows the CoC to 1) accurately assess current

levels of homelessness for various household types, 2) estimate the number of chronically

homeless individuals and families, and 3) evaluate the extent of homelessness for veterans and

youth. Generally, the PIT data collection reflects where HUD is moving nationally in terms of

policy and resource allocations. As the PIT methodology is refined and execution improves, the

reliability of the reporting also improves and reflects a more accurate depiction of the current

degree of homelessness from year to year. The count is also an opportunity to engage the

general public, community leaders, and private businesses.

Hawaii’s Homeless Management Information System (HMIS) was utilized to extract the

sheltered data needed for the reporting and as the repository for surveys collected during the

unsheltered canvassing. The HMIS is a centralized web-based database used to record services

rendered to homeless persons throughout the State of Hawaii. All homeless service providers

receiving federal, state, or county funding are required to participate in the HMIS. Some

privately funded agencies voluntarily use the HMIS because of its capacity to archive

longitudinal service records for clients served by their programs.

The vast majority of sheltered homeless statistics were gathered from HMIS data in the sheltered

programs section of the HMIS. Emergency shelters and transitional housing programs were

contacted months before the count and asked to ensure that all clients sleeping in their facility on

the night of the count had active intake records. Agencies reviewed and updated client data, so

that necessary subpopulation data could be as reliable as possible. Follow-up with service

providers was also conducted to verify that HMIS listings matched the census for the night of

1/25/15. Shelters not participating in the HMIS (e.g. DV shelters) were contacted individually

and asked to provide information on the number of homeless individuals and families residing in

their programs on the night of the count, in addition to providing specific subpopulation data.

For the unsheltered count, the City received HUD’s permission to conduct a five-day physical

count from Monday, January 26, 2015 to Friday, January 30, 2015. All unsheltered homeless

encountered by field staff and volunteers were asked “Where did you sleep this past Sunday,

January 25th?” as well as other necessary survey questions.

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The unsheltered survey was developed based on HUD defined criteria as well as provider

feedback. All surveys were entered into the PIT module of the HMIS, aggregated, cleaned, and

analyzed to obtain the statistics displayed throughout this report. The unsheltered survey

instruments can be found in appendices three and four. It is important to note that the following

unsheltered surveys were not included in the final numbers.

Clients who stated that they had been living in a sheltered situation on the night of 1/25/15;

Clients with duplicate surveys;

Surveyed clients that appeared in the sheltered emergency or transitional data when

unduplicated

Several planning meetings were conducted prior to the night of the count and were attended by

stakeholders, regional leaders; homeless service providers, and volunteers. The purpose of these

meetings was to convey the count’s methodology to all parties involved, provide explicit

instructions detailing objectives, and obtain feedback regarding the surveys used during the

unsheltered count.

Three separate trainings preceded the count. These trainings provided the overview and

methodology for the count, safety tips, data quality topics, and key points to consider based on

previous counts. Regional leaders provided ad hoc training in the field before and during the

count to ensure that volunteers understood how to administer the survey. IHS sponsored several

volunteer trainings several days prior to the count to orient volunteers. All documents provided

before and during the trainings are provided in appendices three through ten.

PIT Teams

Teams were composed of workers from service agencies that regularly perform outreach to

unsheltered homeless on Oahu. Teams were assigned to regions they were familiar with so that

field staff could utilize their expertise to ensure that all of the areas frequented by unsheltered

homeless were surveyed. Because outreach workers had established rapport with many of the

consumers they encountered, clients were more likely to participate in the surveys and provide

accurate information. Service-based locations were also covered extensively during the count to

reach additional unsheltered homeless.

The locations on Oahu where unsheltered homeless reported sleeping on the night of the count

were partitioned into the seven regions below. The survey instruments in appendices three and

four contain maps illustrating the partitions.

1. Downtown Honolulu: Salt Lake to Piikoi Street;

2. East Honolulu: Piikoi Street to Hawaii Kai, including Waikiki;

3. Ewa: Aiea to Kapolei;

4. Kaneohe to Waimanalo;

5. Wahiawa to North Shore;

6. Upper Windward: Kahaluu to Kahuku; and

7. Waianae Coast.

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The Oahu sheltered count was conducted on the evening of Sunday, 1/25/15 and the unsheltered

count spanned 1/26/15 to 1/30/15. The first day of the unsheltered count was conducted with full

participation from all organizations involved, and focused on reaching as many unsheltered

homeless as possible. This year the unsheltered count utilized the full work week and did not

stretch into the weekend. As the week progressed, each agency independently scheduled days

and times when field staff would visit known sites, balancing safety with timing in an effort to

enhance the execution of the count.

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Summary

On the night of 1/25/15, the CoC conducted a one-night count of sheltered homeless on Oahu.

The sheltered count preceded a five-day count of unsheltered homeless. Together, the counts

estimated the total number of homeless on Oahu as of 1/25/15 to be 4,903. Table one

summarizes the sheltered, unsheltered, and Oahu totals over the last seven years. Each of those

counts have used the same methodology.

Table 1: Oahu PIT Summary 2009-2015

Sheltered Unsheltered Oahu Total

# % # % #

2015 2,964 60% 1,939 40% 4,903

2014 3,079 65% 1,633 35% 4,712

2013 3,091 68% 1,465 32% 4,556

2012 3,035 70% 1,318 30% 4,353

2011 2,912 69% 1,322 31% 4,234

2010 2,797 67% 1,374 33% 4,171

2009 2,445 67% 1,193 33% 3,638

Figure 1 shows the five-year trends in sheltered, unsheltered, and total homelessness on Oahu.

The figure portrays a steady increase in the total number of homeless over the course of those

five years, with increases in the total unsheltered over the last four years. Much of the increase

in the unsheltered homeless is assumed to be due to improved execution of the count, however, it

remains difficult to assess whether the increase is actually from an increase in homelessness until

the count is executed more rigorously. Analysis presented by Ullman and Peraro attempts to

highlight areas that can be improved from year to year. The sheltered total has remained

relatively constant over the last five years and declined 4% when compared to 2014.

1,322 1,318 1,465 1,6331,939

2,912 3,035 3,091 3,079 2,964

4,234 4,353 4,556 4,712 4,903

0

1,000

2,000

3,000

4,000

5,000

6,000

2011 2012 2013 2014 2015

Figure 1 - Oahu PIT Summary, 2011-2015

Unsheltered Sheltered Oahu Total

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Table two shows that 60% of all homeless and 87% of homeless families were sheltered. Of the

485 sheltered families, 340 (70%) resided in transitional housing facilities, while the remaining

30% resided in emergency shelters. Among the 1,939 unsheltered homeless, 1,654 (85%) were

singles. This rate was two percentage points less than in 2014. In 2015, 52% of the homeless

were singles, while 48% were family individuals. This rose slightly when compared to 2014,

when the proportions were equal. 88% of all homeless family individuals were sheltered in

either emergency or transitional facilities.

In this report, a single person is defined as an unaccompanied person or a person in a multi-adult

household (e.g. couples). People in families are defined as members of family households with

at least one adult and one child under 18 years of age.

Table 2: 2015 Oahu Households Summary

Sheltered Unsheltered Oahu Total

# % # % #

Singles 909 35% 1,654 65% 2,563

Family

Individuals 2,055 88% 285 12% 2,340

All Individuals 2,964 60% 1,939 40% 4,903

Family

Households 485 87% 71 13% 556

Figure 2 presents the information from Table two graphically.

Tables three through five summarize the count results over the last five years. There was a 4%

drop in the proportion of sheltered singles and family individuals relative to the 2014 totals for

both categories. There were increases by 4% to the proportion of unsheltered singles and family

individuals when compared to 2014. Overall, there were significant increases to each

unsheltered category presented below. Singles, family individuals, and family households

35%

88%

60%

87%

65%

12%

40%

13%

0%

20%

40%

60%

80%

100%

Singles Family Individuals All Individuals Family Households

Figure 2 - 2015 Oahu Households Summary

Sheltered Unsheltered

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increased by 14%, 52%, and 37% respectively. Appendix one details the actual occupancy for

each emergency and transitional program on Oahu for the night of the count.

Table 3: Summary of Oahu Singles, 2011-2015

Sheltered Unsheltered Oahu Total

# % # % #

2015 909 35% 1,654 65% 2,563

2014 911 39% 1,445 61% 2,356

2013 901 41% 1,295 59% 2,196

2012 865 43% 1,144 57% 2,009

2011 854 43% 1,145 57% 1,999

Table 4: Summary of Oahu Family Individuals, 2011-2015

Sheltered Unsheltered Oahu Total

# % # % #

2015 2,055 88% 285 12% 2,340

2014 2,168 92% 188 8% 2,356

2013 2,190 93% 170 7% 2,360

2012 2,170 93% 174 7% 2,344

2011 2,058 92% 177 8% 2,235

Table 5: Summary of Oahu Family Households, 2011-2015

Sheltered Unsheltered Oahu Total

# % # % #

2015 485 87% 71 13% 556

2014 526 91% 52 9% 578

2013 525 92% 43 8% 568

2012 534 93% 41 7% 575

2011 514 92% 44 8% 558

Appendix two drills more deeply into household and demographic characteristics for the

information presented in the tables above.

Homeless Subpopulations

In 2015, the CoC was required to collect information on a variety of different subpopulations.

Those populations are outlined in Tables six through eight below.

Table 6: Oahu Chronically Homeless Subpopulations

Sheltered Unsheltered Total

Emergency Safe Haven

Chronically Homeless Individuals 115 20 644 779

Chronically Homeless Families 7 n/a 18 25

Persons in Chronically Homeless

Families

25 n/a 64 89

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The subpopulation information are always subsets of specific homeless cohorts. The data

collection presented in these tables follow HMIS programming specifications and guidance

outlined in HUD Notice: CPD-14-014 relating to PIT data collection. Specifically, the Notice

informed CoCs of the information that must be collected in order to successfully complete the

reporting requirements for the 2015 PIT.

Table six presents information on Oahu’s chronically homeless. Chronically homeless

individuals were defined as unaccompanied adults with a disabling health or mental health

condition and who have been homeless continuously for a year or more or have had at least four

episodes of homelessness in the last three years. Transitional housing programs are not included

in the definition. The rate of chronic homelessness for individuals in emergency, safe haven, and

unsheltered programs were 32%, 77%, and 46% respectively. A chronically homeless family

was defined as having a head of household who was chronically homeless. The rate of family

chronic homelessness in emergency shelters was 5%, while the rate for unsheltered families was

25%. Unsheltered information was self-reported, however, in many instances outreach personnel

familiar with the clientele have an accurate gauge as to the client’s disability status.

Table 7: Oahu Homeless Veteran Populations

Sheltered Unsheltered Total

Emergency Transitional Safe

Haven

Homeless Veterans 74 164 2 227 467

Chronically Homeless

Veteran Individuals

26 n/a 2 105 133

Homeless Vet Families 5 12 0 7 24

Chronically Homeless

Veteran Families

1 n/a n/a 4 5

Persons in Chronically

Homeless Veteran Families

5 n/a n/a 18 23

Table seven details veteran population reporting requirements. There were an estimated 467

homeless veterans on 1/25/15. Chronic definitions parallel the aforementioned and rates can be

derived based on the totals presented in the tables. A vet family was defined as having at least

one adult family member who is a veteran.

Table 8: Oahu Other Homeless Subpopulations

Sheltered Unsheltered Total

Persons in emergency

shelters, transitional

housing and safe havens

Adults with a Serious Mental Illness 394 599 993

Adults with a Substance Use Disorder 257 514 771

Adults with HIV/AIDS 26 22 48

Victims of Domestic Violence (optional,

adults only)

249 n/a 249

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Table eight displays other homeless subpopulation information. The denominators used as the

basis for the sheltered and unsheltered numbers were 1,790 and 1,775 respectively.

Sheltered Results

Tables nine through twelve present three year summaries of sheltered homeless. The proportions

from year to year in each of the regions are nearly identical. This is expected since there hasn’t

been much change in shelter composition within the regions over the three year period.

Table 9: Regional Distribution of All Sheltered Homeless, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 1,033 33% 1,015 33% 1,004 34%

2: East Honolulu 35 1% 33 1% 30 1%

3: Ewa 751 24% 772 25% 722 24%

4: Kaneohe to Waimanalo 196 6% 198 6% 185 6%

5: Wahiawa to North Shore 0 0% 0 0% 0 0%

6: Upper Windward 40 1% 0 0% 0 0%

7: Waianae Coast 1,036 34% 1,061 35% 1,023 35%

TOTAL 3,091 100% 3,079 100% 2,964 100%

Table 10: Regional Distribution of Sheltered Singles, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 518 57% 504 55% 543 60%

2: East Honolulu 8 1% 9 1% 3 0%

3: Ewa 282 31% 272 30% 272 30%

4: Kaneohe to Waimanalo 5 1% 28 3% 18 2%

5: Wahiawa to North Shore 0 0% 0 0% 0 0%

6: Upper Windward 15 2% 0 0% 0 0%

7: Waianae Coast 73 8% 98 11% 73 8%

TOTAL 901 100% 911 100% 909 100%

Table 11: Regional Distribution of Sheltered Family Individuals, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 515 24% 511 24% 461 22%

2: East Honolulu 27 1% 24 1% 27 1%

3: Ewa 469 21% 500 23% 450 22%

4: Kaneohe to Waimanalo 191 9% 170 8% 167 8%

5: Wahiawa to North Shore 0 0% 0 0% 0 0%

6: Upper Windward 25 1% 0 0% 0 0%

7: Waianae Coast 963 44% 963 44% 950 46%

TOTAL 2,190 100% 2,168 100% 2,055 100%

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Table 12: Regional Distribution of Sheltered Family Households, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 141 27% 138 26% 123 25%

2: East Honolulu 11 2% 10 2% 12 2%

3: Ewa 112 21% 110 21% 100 21%

4: Kaneohe to Waimanalo 44 8% 41 8% 37 8%

5: Wahiawa to North Shore 0 0% 0 0% 0 0%

6: Upper Windward 4 1% 0 0% 0 0%

7: Waianae Coast 213 41% 227 43% 213 44%

TOTAL 525 100% 526 100% 485 100%

Sheltered single numbers have remained constant from year to year, however, individuals in

families and family households decreased significantly when compared to the last two years.

Figure 3 shows the 2015 composition graphically for each of the four tables above.

60%

22%

34%

25%

1%

1%

2%

30%

22%

24%

21%

2%

8%

6%

8%

8%

46%

35%

44%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Singles

Family Individuals

All Individuals

Family Households

Figure 3 - 2015 Oahu Sheltered Composition

Region 1

Region 2

Region 3

Region 4

Region 7

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Unsheltered Results

The total number of unsheltered homeless on Oahu was estimated to be 1,939. Tables 13

through 16 present comparisons of unsheltered homeless over the last three years. In 2015, there

were significant increases across all four categories presented in Tables 13 through 16. All

configuration types have risen each of the last three years.

Table 13: Regional Distribution of All Unsheltered Homeless, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 609 42% 598 37% 743 38%

2: East Honolulu 263 18% 321 20% 367 19%

3: Ewa 73 5% 115 7% 102 5%

4: Kaneohe to Waimanalo 52 4% 122 8% 145 7%

5: Wahiawa to North Shore 99 7% 154 9% 188 10%

6: Upper Windward 21 1% 5 0% 25 1%

7: Waianae Coast 348 24% 318 20% 369 19%

TOTAL 1,465 100% 1,633 100% 1,939 100%

Table 14: Regional Distribution of Unsheltered Singles, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 573 44% 536 37% 629 38%

2: East Honolulu 257 20% 312 22% 352 21%

3: Ewa 58 4% 95 7% 92 6%

4: Kaneohe to Waimanalo 43 3% 92 6% 121 7%

5: Wahiawa to North Shore 95 7% 151 10% 165 10%

6: Upper Windward 21 2% 5 0% 25 2%

7: Waianae Coast 248 19% 254 18% 270 16%

TOTAL 1,295 100% 1,445 100% 1,654 100%

Table 15: Regional Distribution of Unsheltered Family Individuals, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 36 21% 62 33% 114 40%

2: East Honolulu 6 4% 9 5% 15 5%

3: Ewa 15 9% 20 11% 10 4%

4: Kaneohe to Waimanalo 9 5% 30 16% 24 8%

5: Wahiawa to North Shore 4 2% 3 2% 23 8%

6: Upper Windward 0 0% 0 0% 0 0%

7: Waianae Coast 100 59% 64 34% 99 35%

TOTAL 170 100% 188 100% 285 100%

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Table 16: Regional Distribution of Unsheltered Family Households, 2013-2015

2013 2014 2015

Region # % # % # %

1: Downtown Honolulu 8 19% 18 35% 31 44%

2: East Honolulu 2 5% 3 6% 3 4%

3: Ewa 4 9% 6 12% 3 4%

4: Kaneohe to Waimanalo 3 7% 6 12% 6 8%

5: Wahiawa to North Shore 1 2% 1 2% 6 8%

6: Upper Windward 0 0% 0 0% 0 0%

7: Waianae Coast 25 58% 18 35% 22 31%

TOTAL 43 100% 52 100% 71 100%

Figure four presents the percentages from Tables 13 through 16 graphically.

Demographic characteristics for unsheltered populations are detailed in appendix two, tables one

through seven. The HDX tables also present subpopulation information for unsheltered

homeless as well as summaries of youth and veteran homelessness. Youth and veteran

homelessness characteristics are subsets of the data presented in Tables one through three of

appendix two.

Table 17 shows that there were an estimated 644 unsheltered unaccompanied chronically

homeless individuals on Oahu for 2015. Data from previous years are also presented to show

trends over the last three years. In Table 17, column D is the denominator used to calculate the

percentages and is based on the total number of unsheltered, unaccompanied homeless adults in

each of the regions. The rate of chronically homeless among this cohort has averaged 43% over

the three year period. Region 6, Upper Windward contained the highest rate of chronically

homeless, at 74%.

38%

40%

38%

44%

21%

5%

19%

4%

6%

4%

5%

4%

7%

8%

7%

8%

10%

8%

10%

8%

2%

1%

16%

35%

19%

31%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Singles

Family Individuals

All Individuals

Family Households

Figure 4 - 2015 Oahu Unsheltered Composition

Region 1

Region 2

Region 3

Region 4

Region 5

Region 6

Region 7

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Table 17: Regional Distribution of Unsheltered Unaccompanied Chronically Homeless,

2013-2015

2013 2014 2015

Region # D % # D % # D %

1: Downtown Honolulu 231 545 42% 225 516 44% 253 569 44%

2: East Honolulu 103 253 41% 142 288 49% 154 320 48%

3: Ewa 21 42 50% 29 73 40% 34 86 40%

4: Kaneohe to Waimanalo 13 41 32% 42 80 53% 48 101 48%

5: Wahiawa to North Shore 44 91 48% 32 137 23% 61 127 48%

6: Upper Windward 7 21 33% 3 5 60% 17 23 74%

7: Waianae Coast 86 200 43% 85 228 37% 77 183 42%

TOTAL 505 1,193 42% 558 1,327 42% 644 1,409 46%

Figure 5 illustrates the proportion of unsheltered chronically homeless individuals in each of

Oahu’s seven regions.

39%

24%

5%

7%

10%

3%12%

Figure 5 - 2015 Proportion of Unsheltered Chronically

Homeless Individuals

1: Downtown Honolulu

2: East Honolulu

3: Ewa

4: Kaneohe to Waimanalo

5: Wahiawa to North Shore

6: Upper Windward

7: Waianae Coast

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Recommendations

The count coverage and many of the fields included in this report seem to improve year after

year. As execution improves, so will the count results and confidence in the reporting. The

improvement from year to year is a credit to the many organizations, staff, and volunteers that

take the time to contribute to making the count a priority. It should be noted that the count is just

a one day estimate of the level of homelessness on Oahu. The count should supplement

improvements in HMIS data quality, analysis of system outcomes and trends over specific

intervals, and higher accountability standards for organizations utilizing the HMIS and receiving

homeless services funding. Several recommendations follow from the data presented herein and

from discussion with various organizations and stakeholders.

Utilize recommendations and instructions included in the appendices of this report and in the PIT

Count Methodology Guide, which is updated by HUD annually. Formulate a PIT ad hoc

subcommittee within PIC annually. The subcommittee would assist the CoC with organization,

training, data quality standards, overall coordination of volunteers, etc. The committee would be

formed and begin facilitating and planning the PIT count at least several months in advance in

order to galvanize support and coordinate team leadership with partners. Employ the entire work

week for the unsheltered count and integrate PIT data quality standards into outreach contracting.

Develop written data quality standards for active HMIS outreach listings compared to PIT survey

responses.

Delineate clear responsibilities and one lead coordinator per region. This seemed to work very

effectively this year in several of the larger regions. Work with regional coordinators to develop

timelines for the week, with responsibilities clearly outlined for each of the region’s subareas.

Allocate more money for skilled data entry personnel to enter all unsheltered survey data from

the count. Many errors continue to appear in the extract, which prolong the time it takes to

produce the report and affect the validity of the reporting.

Request that law enforcement postpone sweeps until after the count. Identify harder to reach

areas after the count and work to develop more of a presence in those areas. Improve

coordination with HPD and DLNR to strengthen security and improve accessibility into harder to

reach areas. Use stakeholders and community leaders to help publicize the event and garner

more support and visibility for homeless services.

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Appendix 1: Sheltered Program Utilization on the Night of 1/25/15

Type Program Name (HI-501 CoC) Family

Individuals

Family

Units

Singles TOTAL

ES CFS Honolulu 15 7 5 20

ES CFS Leeward 11 4 3 14

ES FPH - Honolulu Family Center 14 4 0 14

ES FPH - Windward Family Center 13 3 0 13

ES HK - Boys 0 0 5 5

ES HK - Girls 0 0 3 3

ES IHS - Kaa'ahi Women and Families ES 86 23 69 155

ES IHS - Sumner Men's ES 0 0 147 147

ES KWO - Onelau`ena 207 43 20 227

ES PACT - Ohia 0 0 1 1

ES ROL - Light House Emergency Shelter 38 11 12 50

ES SOW - Great Joy 1 0 0 6 6

ES SOW - Great Joy 2 0 0 7 7

ES SOW - Great Joy 3 0 0 12 12

ES SOW - Streams of Joy 1 0 0 6 6

ES SOW - Streams of Joy 2 0 0 8 8

ES USVETS - BP HOPTEL 0 0 3 3

ES USVETS - Respite Beds 0 0 6 6

ES USVETS - WCC Emergency 196 46 38 234

ES USVETS - WCC HOPTEL 0 0 5 5

ES WHC - Next Step Emergency Shelter 14 3 38 52

ES WSAS - Hale Ola 5 1 2 7

SH MHK - Safe Haven Transitional

Housing

0 0 26 26

TH ASI - Ohana Ola O Kahumana 228 46 0 228

TH ASI - Ulu Ke Kukui (Villages of Maili) 317 72 0 317

TH CCH - Ma'ili Land Transitional Housing 163 38 0 163

TH CFS Trans 16 5 0 16

TH GHP - Community Residential Program 0 0 11 11

TH GHP - Gregory House 0 0 7 7

TH HCAP - Kumuhonua 0 0 86 86

TH HKIPA - Apaa Women's Shelter 0 0 4 4

TH HKIPA - Keeaumoku/Aawa 0 0 4 4

TH HKIPA - Maka`aloa TLP 0 0 3 3

TH HKO - Lahilahi 0 0 3 3

TH HNO - Onemalu Transitional 194 42 0 194

TH HNO - Weinberg Village Waimanalo 142 30 0 142

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TH HSI - Kulaokahua Apts (TH for the

Elderly)

0 0 30 30

TH HSI - Loliana Apts (TH for Families) 150 39 0 150

TH HSI - Na Kolea Rooming House (TH

for Working Singles)

0 0 58 58

TH HSI - Vancouver House (TH for

Families)

101 26 0 101

TH PACT Lehua 0 0 4 4

TH SARMY - Ka Ohu Hou O Manoa FTS 27 12 0 27

TH SARMY - Oahu ATS Program 0 0 12 12

TH SHDC - Ahukini CoC Funded (Oahu) 0 0 3 3

TH SHDC - Hale Ulu Pono TH 0 0 19 19

TH USVETS - ADVANCE WOMEN 0 0 11 11

TH USVETS - HHFDC 1 34 8 19 53

TH USVETS - Veterans-in-Progress (VIP) 0 0 97 97

TH USVETS - WCC Transitional 10 2 4 14

TH WHC - Next Step Transitional Housing 65 16 97 162

TH WIN - Bridge to Success Waianae 2 1 4 6

TH WIN - Family House Aiea 7 3 10 17

TH WSAS - Imua 0 0 1 1

TOTAL 2,055 485 909 2,964

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Appendix 2: Oahu HUD Homelessness Data Exchange (HDX) Tables

HUD HDX Table 1 - Oahu HI-501 Homeless Populations

Households with at least one Adult & one Child

Persons in Households with at least one Adult and one Child

Sheltered Unsheltered Total

Emergency Transitional

Total # of households 145 340 71 556

Total # of Persons (Adults & Children) 599 1,456 285 2,340

# of Persons (under age 18) 347 819 153 1,319

# of Persons (18-24) 47 105 21 173

# of Persons (over age 24) 205 532 111 848

Gender (adults and children)

Sheltered Unsheltered Total

Emergency Transitional

Female 327 787 183 1,297

Male 272 669 102 1,043

Transgender (male to female) 0 0 0 0

Transgender (female to male) 0 0 0 0

Ethnicity (adults and children)

Sheltered Unsheltered Total

Emergency Transitional

Non-Hispanic/Non-Latino 552 1,223 250 2,025

Hispanic/Latino 47 233 35 315

Race (adults and children)

Sheltered Unsheltered Total

Emergency Transitional

White 18 58 6 82

Black or African-American 19 16 8 43

Asian 19 42 13 74

American Indian or Alaska Native 2 11 1 14

Native Hawaiian or Other Pacific

Islander

386 722 218 1,326

Multiple Races 155 607 39 801

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HUD HDX Table 2 - Oahu HI-501 Homeless Populations

Households with only Children

Persons in Households with only Children

Sheltered Unsheltered Total

Emergency Transitional

Total # of households 8 0 9 17

Total # of children (under age 18) 8 0 11 19

Gender

Sheltered Unsheltered Total

Emergency Transitional

Female 3 0 4 7

Male 5 0 7 12

Transgender (male to female) 0 0 0 0

Transgender (female to male) 0 0 0 0

Ethnicity

Sheltered Unsheltered Total

Emergency Transitional

Non-Hispanic/Non-Latino 7 0 10 17

Hispanic/Latino 1 0 1 2

Race

Sheltered Unsheltered Total

Emergency Transitional

White 1 0 1 2

Black or African-American 0 0 0 0

Asian 1 0 0 1

American Indian or Alaska Native 0 0 1 1

Native Hawaiian or Other Pacific

Islander

6 0 7 13

Multiple Races 0 0 2 2

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HUD HDX Table 3 - Oahu HI-501 Homeless Populations

Households without Children

Persons in Households without Children

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Total # of households 381 462 26 1,514 2,383

Total # of Persons (Adults) 388 487 26 1,643 2,544

# of Persons (age 18-24) 18 25 0 104 147

# of Persons (over age 24) 370 462 26 1,539 2,397

Gender

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Female 118 154 14 512 798

Male 268 331 12 1,119 1,730

Transgender (male to female) 1 2 0 12 15

Transgender (female to male) 1 0 0 0 1

Ethnicity

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Non-Hispanic/Non-Latino 340 437 25 1,423 2,225

Hispanic/Latino 48 50 1 220 319

Race

Sheltered Unsheltered Total

Emergency Transitional Safe

Haven

White 137 169 7 430 743

Black or African-American 29 40 3 78 150

Asian 51 74 3 185 313

American Indian or Alaska

Native

2 11 0 20 33

Native Hawaiian or Other Pacific

Islander

62 71 2 663 798

Multiple Races 107 122 11 267 507

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HUD HDX Table 4 - Oahu HI-501 Homeless Subpopulations

Chronically Homeless Subpopulations

Sheltered Unsheltered Total

Emergency Safe Haven

Chronically Homeless Individuals 115 20 644 779

Chronically Homeless Families 7 0 18 25

Persons in Chronically Homeless

Families

25 0 64 89

(Chronically homeless subpopulation data is required for sheltered persons and for unsheltered

persons.)

Chronically Homeless Veterans

Sheltered Unsheltered Total

Emergency Safe Haven

Chronically Homeless Veteran

Individuals

26 2 105 133

Chronically Homeless Veteran

Families

1 0 4 5

Persons in Chronically Homeless

Veteran Families

5 0 18 23

(Chronically homeless veteran data is a subset of the All Chronically Homeless Individuals and

Families)

Other Homeless Subpopulations

Sheltered Unsheltered Total

Persons in emergency

shelters, transitional

housing and safe havens

Adults with a Serious Mental Illness 394 599 993

Adults with a Substance Use Disorder 257 514 771

Adults with HIV/AIDS 26 22 48

Victims of Domestic Violence (optional) 249 n/a 249

(Other homeless subpopulation data is required for sheltered persons and for unsheltered

persons)

Notes for the above subpopulation information:

1. Persons residing in transitional housing programs were not counted as chronically

homeless.

The below terms do not directly correspond to the program requirements of HUD funding

streams and must only be used for the purposes of the HIC and PIT.

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2. Chronically Homeless Individual - An individual who:

A. Is homeless and lives in a place not meant for human habitation, a safe haven, or in an

emergency shelter; and

B. Has been homeless and living or residing in a place not meant for human habitation, a

safe haven, or in an emergency shelter continuously for at least 1 year or on at least

four separate occasions in the last 3 years; and

C. Can be diagnosed with one or more of the following conditions: substance use

disorder, serious mental illness, developmental disability (as defined in section 102 of

the Developmental Disabilities Assistance Bill of Rights Act of 2000 (42 U.S.C.

15002)), post-traumatic stress disorder, cognitive impairments resulting from brain

injury, or chronic physical illness or disability.

Notes:

A. Persons under the age of 18 are not counted as chronically homeless.

B. For purposes of the PIT, persons living in transitional housing at the time of the PIT

count should not be included in this subpopulation category.

C. Persons with the disabling conditions identified above must also meet the

qualifications identified in the term for “disability” (e.g., “is expected to be long-

continuing or indefinite duration”).

3. Chronically Homeless Family – A family with an adult head of household (or if there is

no adult in the family, a minor head of household) who meets all of the criteria for a

chronically homeless individual, including a family whose composition has fluctuated

while the head of household has been homeless.

4. Subpopulation rows only pertain to adults, with the exception of chronically homeless

families.

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HUD HDX Table 5 - Oahu HI-501 Youth Populations

Youth Households

Sheltered Unsheltered Total

Emergency Transitional Safe

Haven

Total # of households 41 44 0 100 185

# of parenting youth

households

15 20 0 6 41

# of unaccompanied youth

households

26 24 0 94 144

Total # of Persons 76 89 0 127 292

Total # of persons in parenting

youth households

50 65 0 21 136

# of parenting youth (youth

parents only)

26 34 0 12 72

# of parenting youth (under

age 18)

0 0 0 1 1

# of parenting youth (age 18

to 24)

26 34 0 11 71

# of children with parenting

youth (children under age 18

with parents under age 25

24 31 0 9 64

Total # of unaccompanied youth 26 24 0 106 156

# of unaccompanied children

(youth under age 18)

8 0 0 13 21

# of unaccompanied youth

between ages 18 and 24

18 24 0 93 135

Gender (parenting & unaccompanied youth)

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Female 27 25 0 49 101

Male 25 33 0 69 127

Transgender (male to female) 0 0 0 0 0

Transgender (female to male) 0 0 0 0 0

Ethnicity (parenting & unaccompanied youth)

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Non-Hispanic/Non-Latino 38 51 0 96 185

Hispanic/Latino 14 7 0 22 43

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Race (parenting & unaccompanied youth)

Sheltered Unsheltered Total

Emergency Transitional Safe

Haven

White 6 4 0 21 31

Black or African-American 1 2 0 3 6

Asian 3 1 0 5 9

American Indian or Alaska

Native

0 1 0 1 2

Native Hawaiian or Other Pacific

Islander

31 19 0 62 112

Multiple Races 11 31 0 26 68

Notes for the above youth population information:

Parenting youth are youth who identify as the parents or legal guardians of one or more children

who are present with or sleeping in the same place as that youth parent, where there is no person

over age 24 in the household.

Unaccompanied youth are persons under age 25 who are not presenting or sleeping in the same

place as their parent or legal guardian, including:

single youth;

youth couples; and

groups of youth presenting as a household

Parenting youth are distinct from unaccompanied youth.

Data on Youth Households is a subset of the All Households data. Youth included in the Youth

Households table, and related demographic data, are still included in the All Households data.

a) If individuals are housed in Safe Havens on the night of the count, they are recorded in the

"Safe Haven" column, NOT in the emergency shelter column.

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HUD HDX Table 6 - Oahu HI-501 Veteran Populations

Veteran Households with at least one Adult & one Child

Persons in Households with at least one Adult & one Child

Sheltered Unsheltered Total

Emergency Transitional

Total # of Households 5 12 7 24

Total # of Persons 19 66 30 115

Total # of Veterans 5 12 7 24

Gender (veterans only)

Sheltered Unsheltered Total

Emergency Transitional

Female 2 2 2 6

Male 3 10 5 18

Transgender (male to female) 0 0 0 0

Transgender (female to male) 0 0 0 0

Ethnicity (veterans only)

Sheltered Unsheltered Total

Emergency Transitional

Non-Hispanic/Non-Latino 5 9 6 20

Hispanic/Latino 0 3 1 4

Race (veterans only)

Sheltered Unsheltered Total

Emergency Transitional

White 2 4 1 7

Black or African-American 1 2 1 4

Asian 0 0 0 0

American Indian or Alaska Native 1 0 0 1

Native Hawaiian or Other Pacific

Islander

0 1 3 4

Multiple Races 1 5 2 8

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HUD HDX Table 7 - Oahu HI-501 Veteran Populations

Veteran Households without Children

Persons in Households without Children

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Total # of Households 69 152 2 219 442

Total # of Persons 71 153 2 249 475

Total # of Veterans 69 152 2 220 443

Gender (veterans only)

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Female 4 25 2 20 51

Male 65 127 0 199 391

Transgender (male to female) 0 0 0 1 1

Transgender (female to male) 0 0 0 0 0

Ethnicity (veterans only)

Sheltered Unsheltered Total

Emergency Transitional Safe Haven

Non-Hispanic/Non-Latino 61 138 2 194 395

Hispanic/Latino 8 14 0 26 48

Race (veterans only)

Sheltered Unsheltered Total

Emergency Transitional Safe

Haven

White 30 75 2 69 176

Black or African-American 9 16 0 23 48

Asian 10 18 0 24 52

American Indian or Alaska

Native

0 6 0 5 11

Native Hawaiian or Other Pacific

Islander

5 17 0 63 85

Multiple Races 15 20 0 36 71

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Appendix 3: 2015 PIT Count Household Survey

USE THIS FORM IF THE CLIENT IS IN A HOUSEHOLD (Accompanied) 2015 City & County of Honolulu Homeless Point-in-Time Count Survey Interviewer’s Name: ______________________________Agency/Group: ______________________ Site of Interview (Actual Location): ______________________________ Date: _________________

“Are you living alone or with others?” (If living alone use SINGLE form)

“Where did you sleep this past Sunday, JANUARY 25th?” ___________________________

SPECIFIC LOCATION - If answer is a sheltered location (e.g. house, shelter, hospital, jail), END SURVEY.

“What area of the island did you sleep?” ______________________________

Enter Region # (1–7) [Map on back] HEAD OF HOUSEHOLD: 1. How many ADULTS are in your household? _____ How many CHILDREN UNDER 18? _____ 2. First Name: ___________________________Last Name: ____________________________ 3. Date of Birth: ________/_________/_________ OR if DOB refused, Age: _____ 4. Gender: Male Transgender: male to female Unknown/Refused Female Transgender: female to male 5. Do you identify as Hispanic (Ethnicity)? Yes No Unknown Refused 6. What Race do you most identify with? (SELECT ONLY ONE)

White Black/African-American Asian American Indian/Alaska Native Native Hawaiian Other Pacific Islander Multiple Races Unknown

7. Have you served in the U.S. Armed Forces? Yes No Unknown Refused IF NO, SKIP to Q9 8. Were you activated, into active duty, as a National Guard member or Reservist?

Yes No Unknown Refused 9. How long have you been continuously homeless this time?

Less than 1 year 1 year or longer Unknown Refused 10. How many times have you been homeless in the past 3 years?

1–3 times 4 or more times Unknown Refused 11. Were you on the street, beach, park, or in an emergency shelter each time?

Yes No Unknown Refused 12. Do you have a mental health disability that limits your ability to work or perform activities of daily living? Yes No Unknown Refused

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13. Do you have an alcohol or drug problem that limits your ability to work or perform activities of daily living? Yes No Unknown Refused 14. Are you currently living with HIV/AIDS? Yes No Unknown Refused 15. Do you have a physical, developmental, or other disability that limits your ability to work or perform activities of daily living? Yes No Unknown Refused Children’s Demographic Information: 16. Gender of Children (Sum should equal the total number of children) Male: Transgender: male to female: Unknown/Refused: Female: Transgender: female to male: 17. Ethnicity of Children (Sum should equal the total number of children) Non-Hispanic/Non-Latino: Hispanic/Latino: 18. Race of Children: ONLY ONE PER CHILD (Sum should equal the total number of children) White: American Indian/Alaska Native: Black/African-American: Other Pacific Islander: Asian: Multiple Races: Native Hawaiian: Unknown:

Description of Head of Household if Refused Survey:

CHECK WHEN ALL HOUSEHOLD SURVEYS HAVE BEEN ENTERED INTO THE HMIS

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OTHER ADULT IN HOUSEHOLD: 1. First Name: ___________________________Last Name: ____________________________ 2. Date of Birth: ________/_________/_________ OR if DOB refused, Age: _____ 3. Gender: Male Transgender: male to female Unknown/Refused Female Transgender: female to male 4. Do you identify as Hispanic (Ethnicity)? Yes No Unknown Refused 5. What Race do you most identify with? (SELECT ONLY ONE)

White Black/African-American Asian American Indian/Alaska Native Native Hawaiian Other Pacific Islander Multiple Races Unknown

6. Have you served in the U.S. Armed Forces? Yes No Unknown Refused IF NO, SKIP to Q8 7. Were you activated, into active duty, as a National Guard member or Reservist?

Yes No Unknown Refused 8. How long have you been continuously homeless this time?

Less than 1 year 1 year or longer Unknown Refused 9. How many times have you been homeless in the past 3 years?

1–3 times 4 or more times Unknown Refused 10. Were you on the street, beach, park, or in an emergency shelter each time?

Yes No Unknown Refused 11. Do you have a mental health disability that limits your ability to work or perform activities of daily living? Yes No Unknown Refused 12. Do you have an alcohol or drug problem that limits your ability to work or perform activities of daily living? Yes No Unknown Refused 13. Are you currently living with HIV/AIDS? Yes No Unknown Refused 14. Do you have a physical, developmental, or other disability that limits your ability to work or perform activities of daily living? Yes No Unknown Refused Description of other adult if Refused Survey:

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Appendix 4: 2015 PIT Count Single Survey

USE THIS FORM IF THE CLIENT IS SINGLE (Unaccompanied) 2015 City & County of Honolulu Homeless Point-in-Time Count Survey Interviewer’s Name: ______________________________Agency/Group: ______________________ Site of Interview (Actual Location): ______________________________ Date: _________________

“Are you living alone or with others?” (If living unsheltered with others, including a child under 18, use HOUSEHOLD form)

“Where did you sleep this past Sunday, JANUARY 25th?” ___________________________

SPECIFIC LOCATION - If answer is a sheltered location (e.g. house, shelter, hospital, jail), END SURVEY.

“What area of the island did you sleep?” ______________________________

Enter Region # (1–7) [Map on back] 1. First Name: ___________________________Last Name: ____________________________ 2. Date of Birth: ________/_________/_________ OR if DOB refused, Age: _____ 3. Gender: Male Transgender: male to female Unknown/Refused Female Transgender: female to male 4. Do you identify as Hispanic (ethnicity)? Yes No Unknown Refused 5. What Race do you most identify with? (SELECT ONLY ONE)

White Black/African-American Asian American Indian/Alaska Native Native Hawaiian Other Pacific Islander Multiple Races Unknown

6. Have you served in the U.S. Armed Forces? Yes No Unknown Refused IF NO, SKIP to Q8 7. Were you activated, into active duty, as a National Guard member or Reservist?

Yes No Unknown Refused 8. How long have you been continuously homeless this time?

Less than 1 year 1 year or longer Unknown Refused 9. How many times have you been homeless in the past 3 years?

1–3 times 4 or more times Unknown Refused 10. Were you on the street, beach, park, or in an emergency shelter each time?

Yes No Unknown Refused 11. Do you have a mental health disability that limits your ability to work or perform activities of daily living? Yes No Unknown Refused 12. Do you have an alcohol or drug problem that limits your ability to work or perform activities of daily living? Yes No Unknown Refused

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13. Are you currently living with HIV/AIDS? Yes No Unknown Refused 14. Do you have a physical, developmental, or other disability that limits your ability to work or perform activities of daily living? Yes No Unknown Refused

Description of Person if Refused Survey:

CHECK THIS BOX WHEN THE SURVEY HAS BEEN ENTERED INTO THE HMIS

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Appendix 5: 2015 Non-HMIS Sheltered PIT Survey

Brief Instructions for this Non-HMIS Survey Form

The information in this document is intended for shelters not entering data into the HMIS for the PIT count

night of 1/25/15. The below instructions should be read prior to filling out the tables.

Please complete this form for the night of Sunday, January 25, 2015.

For providers with more than one shelter, please use a separate form for each shelter.

Email completed forms to [email protected]. Questions may also be directed to this address.

For 2015, HUD has requested a higher level of detail in terms of data collection. This has led to revisions to the

2014 Non-HMIS survey.

Tables 1, 2, and 3 of Section 1 below are meant to be mutually exclusive, with each person sleeping in your

program included in only one of the tables.

Table 1 totals demographic info for households with one adult and at least one child under age 18.

Table 2 totals demographic info for single adults, adult couples with no children, and groups of adults.

Table 3 totals demographic info for persons under age 18, including children in one-child households,

adolescent parents and their children, adolescent siblings, or other household configurations composed only of

children.

Table 4 is required and captures subpopulation information for the persons counted in Tables 1-3.

Subpopulation data should be limited to adults, with the exception of persons in chronically homeless families,

and victims of domestic violence.

HUD is requesting that any veterans counted in Tables 1-3, also be broken out in Section 2, Tables 5 and 6.

These tables follow the same reasoning as above, but are strictly for veteran households, where at least one of

the adults is a veteran.

In 2015, HUD is requesting that any youth counted in Tables 1-3, also be broken out in Section 3, Table 7.

These tables follow the same reasoning as above, but are strictly for youth households less than 25 years of age.

Parenting youth and unaccompanied youth definitions are presented below Table 7 for reference.

Key Chronic Homeless terms for Table 4 are outlined in Appendix A.

Please fill out the next page for identification purposes.

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Please fill out the below Shelter and Contact Identification:

Organization Name:

Program Name:

Program Type (e.g. emergency, transitional):

Name of Person Completing Survey:

Email:

Phone #:

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Section 1: Population & Subpopulation Requirements for All Households

Table 1: Households with at Least One Adult and One Child TOTAL

1. Total number of households

2. Total number of persons in the above households

Number of children (under age 18)

Number of young adults (age 18-24)

Number of adults (over age 24)

3. Gender (adults and children)

Female

Male

Transgender: male to female

Transgender: female to male

4. Ethnicity (adults and children)

Non-Hispanic/Non-Latino

Hispanic/Latino

5. Race (adults and children) – Please identify only one per person

White

Black or African-American

Asian

American Indian or Alaska Native

Native Hawaiian or Other Pacific Islander

Multiple Races (at least two of the above races)

Table 2: Households without Children TOTAL

1. Total number of households

2. Total number of persons in the above households

Number of young adults (age 18-24)

Number of adults (over age 24)

3. Gender of adults

Female

Male

Transgender: male to female

Transgender: female to male

4. Ethnicity of adults

Non-Hispanic/Non-Latino

Hispanic/Latino

5. Race of adults – Please identify only one per adult

White

Black or African-American

Asian

American Indian or Alaska Native

Native Hawaiian or Other Pacific Islander

Multiple Races (at least two of the above races)

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Table 3: Households with only children (under age 18) TOTAL

1. Total number of households

2. Total number of persons in the above households

Number of children (under age 18)

3. Gender of children

Female

Male

Transgender: male to female

Transgender: female to male

4. Ethnicity of children

Non-Hispanic/Non-Latino

Hispanic/Latino

5. Race of children – Please identify only one per child

White

Black or African-American

Asian

American Indian or Alaska Native

Native Hawaiian or Other Pacific Islander

Multiple Races (at least two of the above races)

Table 4: Subpopulation Data for Persons in Tables 1-3 above TOTAL

1. Total number of Chronically Homeless Individuals (adults only)

2. Total number of Chronically Homeless Families (# of families that are CH)

Persons in Chronically Homeless Families (adults and children)

3. Total number of Chronically Homeless Veteran Individuals (adult vets only)

4. Total number of Chronically Homeless Veteran Families (# of vet families that are CH)

Persons in Chronically Homeless Veteran Families (adults and children)

5. Total number of adults with a Serious Mental Illness (adults only)

6. Total number of adults with a Substance Abuse Disorder (adults only)

7. Total number of adults with HIV/AIDS (adults only)

8. Total number of Victims of Domestic Violence (adults and children)

Number of adults that are victims of DV

Number of children that are victims of DV

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Section 2: Population Requirements for Veteran Households Only

Table 5: Vet Households with at Least One Adult and One Child TOTAL

1. Total number of households

2. Total number of persons in the above households

Number of children (under age 18)

Number of young adults (age 18-24)

Number of adults (over age 24)

3. Total number of veterans

4. Gender (veterans only)

Female

Male

Transgender: male to female

Transgender: female to male

5. Ethnicity (veterans only)

Non-Hispanic/Non-Latino

Hispanic/Latino

6. Race (veterans only) – Please identify only one per veteran

White

Black or African-American

Asian

American Indian or Alaska Native

Native Hawaiian or Other Pacific Islander

Multiple Races (at least two of the above races)

Table 6: Vet Households without Children TOTAL

1. Total number of households

2. Total number of persons in the above households

Number of persons (age 18-24)

Number of persons (over age 24)

3. Total number of veterans

4. Gender (veterans only)

Female

Male

Transgender: male to female

Transgender: female to male

5. Ethnicity (veterans only)

Non-Hispanic/Non-Latino

Hispanic/Latino

6. Race (veterans only) – Please identify only one per veteran

White

Black or African-American

Asian

American Indian or Alaska Native

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Section 3: Population Requirements for Youth Households Only (< 25 yrs old)

*Parenting youth are youth who identify as the parent or legal guardian of one or more children who are present

with or sleeping in the same place as that youth parent, where there is no person over age 24 in the household

**Unaccompanied youth are persons under age 25 who are not presenting or sleeping in the same place as their

parent or legal guardian, including:

A. single youth;

B. youth couples; and

C. groups of youth presenting as a household.

Native Hawaiian or Other Pacific Islander

Multiple Races (at least two of the above races)

Table 7: Youth Households TOTAL

1. Total number of households

Number of parenting youth households*

Number of unaccompanied youth households**

2. Total number of persons in the above households

Total number of persons in parenting youth households

Number of parenting youth (youth parents only)

Number of parenting youth (under age 18)

Number of parenting youth (age 18 to 24)

Number of children with parenting youth (children under 18 w/ parents under 25)

3. Total number of unaccompanied youth

Number of unaccompanied children under age 18

Number of unaccompanied young adults (age 18 to 24)

4. Gender (youth parents and unaccompanied youth only)

Female

Male

Transgender: male to female

Transgender: female to male

5. Ethnicity (youth parents and unaccompanied youth only)

Non-Hispanic/Non-Latino

Hispanic/Latino

6. Race (youth parents and unaccompanied youth only) – Please identify only one per youth

White

Black or African-American

Asian

American Indian or Alaska Native

Native Hawaiian or Other Pacific Islander

Multiple Races (at least two of the above races)

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Appendix A: Key Chronic Homeless Terms

These terms do not directly correspond to the program requirements of HUD funding streams and must only be used

for the purposes of the PIT.

Chronically Homeless Individual - An individual who:

A. Is homeless and lives in a place not meant for human habitation, a safe haven, or in an emergency shelter;

and,

B. Has been homeless and living or residing in a place not meant for human habitation, a safe haven, or in an

emergency shelter continuously for at least 1 year or on at least four separate occasions in the last 3 years; and,

C. Can be diagnosed with one or more of the following conditions: substance use disorder, serious mental

illness, developmental disability (as defined in section 102 of the Developmental Disabilities Assistance Bill of

Rights Act of 2000 (42 U.S.C. 15002)), post-traumatic stress disorder, cognitive impairments resulting from

brain injury, or chronic physical illness or disability.

Notes: (1) Persons under the age of 18 are not counted as chronically homeless.

(2) For purposes of the PIT, persons living in transitional housing at the time of the PIT count should not be

included in this subpopulation category.

(3) Persons with the disabling conditions identified above must also meet the qualifications identified in the

term for “disability” (e.g., “is expected to be long-continuing or indefinite duration”).

Chronically Homeless Family – A family with an adult head of household (or if there is no adult in the family, a

minor head of household) who meets all of the criteria for a chronically homeless individual, including a family

whose composition has fluctuated while the head of household has been homeless.

Disability – An individual with one or more of the following conditions:

A. A physical, mental, or emotional impairment, including an impairment caused by alcohol or drug abuse, post-

traumatic stress disorder, or brain injury that:

(1) Is expected to be long-continuing or of indefinite duration;

(2) Substantially impedes the individual's ability to live independently; and

(3) Could be improved by the provision of more suitable housing conditions.

B. A developmental disability, as defined in section 102 of the Developmental Disabilities Assistance and Bill of

Rights Act of 2000 (42 U.S.C. 15002); or

C. HIV/AIDS

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Appendix 6: 2015 Overview

Point-In-Time Count (PIT) January 2015 Overview 2015 Key PIT Dates:

Sheltered date for the count is Sunday, January 25, 2015. Individuals and families staying in a shelter on this night will be counted. All sheltered intakes for clients residing in ES, TH, or Safe Haven (SH) programs should be entered into the HMIS by Friday, February 13, 2015. All Non-HMIS summary surveys for providers not participating in the HMIS (e.g. DV shelters) should be completed for clients residing on the night of 1/25/15 and submitted to [email protected] by Friday, February 6, 2015. The non-HMIS survey was sent to providers on 1/5/15.

Unsheltered dates for the 2015 count are Monday, January 26, 2015 to Friday January 30, 2015. ONLY people who responded that they DID NOT stay indoors on Sunday, January 25, 2015 should be surveyed. If a person responds by stating that they were sheltered or stayed indoors on the 25th, discontinue the survey and do not enter it into the PIT module of the HMIS. Ideally, surveying should be done at a variety of times including very early in the morning and late at night. Technically surveying can begin late Sunday night once shelters have closed, however, this is not recommended due to some of the danger it poses to staff or volunteers. Outreach staff may want to consider surveying late Sunday night and into early Monday morning if they are accustomed to this workflow. Service-based counts should also be utilized for surveying. Service-based locations can include soup kitchens, day shelters, libraries, and other community locations. All unsheltered surveys collected during the date range above should be entered into the HMIS by Friday, February 23, 2015.

Kickoff is Monday, January 26th for a concentrated outreach effort in each of the regions, which will continue until Friday, January 30th. Coordinators leading each of the regions will be responsible for determining where and when to start each day. Lead coordinators should be contacted to determine starting times and locations during the unsheltered dates above. It is the hope that outreach staff and volunteers can be utilized as much as possible during the work-week.

Volunteers: Any assistance by students or volunteers during the week of the count is

welcomed. All volunteers must register prior to the count with their affiliated organization for their particular region. We are working to establish each of the organizations for Regions 1-7 as soon as possible (along w/ contact information for volunteers) so that volunteers wishing to canvass particular regions or areas can be directed accordingly. Volunteers can be assigned to lead coordinators as needed; however, organizations are also encouraged to recruit volunteers to assist with their efforts. Regional lead coordinators and partnering organizations must make sure that all volunteers working in their areas are adequately trained, documented via the Volunteer Sign-Up Form, and have signed the Contact and Confidentiality form. The training schedule is outlined below. Regional coordinators are urged to conduct volunteer trainings separate from the below training schedule and during the week prior to the count.

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Survey Instruments: The survey instruments for 2015 have been slightly modified to accommodate HUD changes and to capture information that will be helpful to the CoC. A copy of the household (accompanied) and single (unaccompanied) surveys will be provided in the next week. It is recommended that the survey form for single clients be printed on white paper due to the vast majority of clients surveyed being unaccompanied, and the survey instrument for households be printed on colored paper. The household form contains one survey page for the head of household and one survey form that should be used for all other adults within the household. Each adult in the household should complete their own survey. The training dates below will review the survey instruments and aspects of data quality in much further detail.

Training: There will be three (3) trainings during January 2015 for coordinators, partners,

homeless program staff, and volunteers. The training schedule for Oahu is below:

Wed, 1/14/15, AUW 5th floor, Oahu Room, 1:00 pm to 3:00 pm

Thu, 1/15/15, Catholic Charities Large Conference Room, 12:30 pm to 4:00 pm

Fri, 1/16/15, Kulia I Ka Nu`u Dining Room (formerly Kahikolu) Training for Leeward Providers, 12:30 pm to 3:00 pm

After the initial trainings above and instructions/power points have been disseminated, leads and partners are urged to conduct volunteer trainings the week prior to the count to relay important coordination, surveying, and safety topics. There are two volunteer trainings being held by IHS several days before the count:

Thu, 1/22/15, IHS Kaaahi Conference Room, 12:00 pm to 1:00 pm

Fri, 1/23/15, IHS Kaaahi Conference Room, 4:30 pm to 5:30 pm In addition to the above volunteer trainings, IHS has a volunteer manager that is helping to organize volunteers for each of the regions. Her contact information is: Renee Rendall, [email protected], or [email protected], 808-447-2810 All lead coordinators and partners will be responsible for organizing the personnel at hand for their regions and areas and help to ensure that all surveyors are properly trained and equipped before each day’s shift.

Survey Data Entry: Please ensure that proper channels are established so that all surveys

completed by volunteers and agency staff are routed to regional coordinators responsible for the survey data entry. Before entering survey data, regional coordinators should follow data quality protocols established prior to the count. The trainings above and power points will outline key data quality fundamentals. Surveys must be cleaned before being entered into the HMIS. Volunteers can assist with the cleaning and data entry, however, it is imperative that skilled HMIS staff are involved and overseeing these processes. Data quality is an extremely important aspect of the PIT. Steps for updating client records, and cleaning and entering survey data into the HMIS will be provided before the PIT takes place.

Regional Boundaries, Coordinators, and Partners:

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Region 1: Downtown Honolulu –Airport to Piikoi Street Lead Coordinator: Connie Mitchell (IHS), [email protected] Lead Coordinator: Kanui Bell (IHS), [email protected] Lead Coordinator: Justin Phillips (IHS), [email protected] Lead Coordinator: Tyran Terada (IHS), [email protected] Lead Coordinator: Jennifer Tehotu (KPHC), [email protected] Partner: Greg Payton, (MHK), [email protected] Partner: Heather Lusk, (CHOW), [email protected] Partner: Skye Moore, (Project DATE), [email protected] Region 2: East Honolulu – Piikoi Street to Kaupo Beach Park Lead Coordinator: Connie Mitchell (IHS), [email protected] Lead Coordinator: Kanui Bell (IHS), [email protected] Lead Coordinator: Justin Phillips (IHS), [email protected] Lead Coordinator: Tyran Terada (IHS), [email protected] Partner: Michelle Ip (WHC), [email protected] Partner: Jennifer Tehotu (KPHC), [email protected] Partner: Erin Rutherford (CCH), [email protected] Region 3: Central – Aiea to Kapolei Lead Coordinator: Kim Cook (USVETS), [email protected] Lead Coordinator: John Molina (USVETS), [email protected], 630-0771 Partner: Steven Williams (USVETS), [email protected], 347-4267 Partner: Macy Sevaatasi (USVETS), [email protected], 348-6077 Partner: Tanya Tehotu (KWO), [email protected] Partner: Gladys Peraro (WCC), [email protected] Region 4: Lower Windward- Kaupo Beach Park to Kaneohe (Waihee Road) Lead Coordinator: Michelle Ip (WHC), [email protected] Partner: Holly Holowach (Weinberg Village Waimanalo), [email protected] Partner: Teresa Gonsalves (Waimanalo Health Center), [email protected] Partner: Christy MacPherson (Family Promise Hawaii), [email protected] Partner: Skye Moore, (Project DATE), [email protected] Partner: Paul Ruddell, (HPO), [email protected] Region 5: North Shore - Turtle Bay to Kaena Pt. including Mililani & Wahiawa Lead Coordinator: Connie Mitchell (IHS), [email protected] Lead Coordinator: Kanui Bell (IHS), [email protected] Lead Coordinator: Justin Phillips (IHS), [email protected] Lead Coordinator: Tyran Terada (IHS), [email protected] Partner: Stanley Perpignon (HOPE, Inc), [email protected] Region 6: Upper Windward - Waihee Rd to Turtle Bay Resort Lead Coordinator: Michelle Ip (Waikiki Health), [email protected] Region 7: Waianae – Ko’olina to Yokohama Bay Lead Coordinator: Tanya Tehotu (KWO), [email protected] Lead Coordinator: Leinaala Kanana (WCCHC), [email protected] Partner: Gladys Peraro (WCC), [email protected]

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Appendix 7: 2015 Contact and Confidentiality Form Name: Phone #: Position: Agency: E-mail: Emergency Name and Contact #: Preferred Geographic Region:

2015 Point-In-Time Count Statement of Confidentiality MUST BE SIGNED BY ALL SURVEYORS

All agency/outreach staff and volunteers associated with the collection of homeless population data during the 2015 Unsheltered Point in Time Count are subject to certain confidentiality guidelines. These guidelines apply to all data collected during the five day period from January 26th to January 30th and to any data that may subsequently be entered into the HMIS from this period. The State of Hawaii’s HMIS contains an appreciable amount of client information that must be confidentially maintained. There are several guidelines that the State of Hawaii would like to address regarding the collection and entry of client data into the HMIS for agency staff or volunteers.

All client information gathered during the PIT will be held strictly confidential.

All completed surveys will be kept out of public view.

Personal HMIS user identifications and passwords will be kept secure and will not be shared.

Client information viewed from within the HMIS is to remain confidential, regardless of whether an employee’s job is terminated or concludes for any reason.

Falsifying information about any client is strictly prohibited. Your signature below indicates your agreement to comply with this statement of confidentiality. Agency, if Applicable:____________________________________________ Print Name:_________________________________ Signature:__________________________________Date____________________ **Please email or hand-in all completed forms to the lead coordinator or partner agency. The lead coordinator/partner agency will be responsible for collecting all consent forms and submitting them to Thayer Goya at the City.

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Appendix 8: PIT Agency Instructions

AGENCY INSTRUCTIONS UNSHELTERED HOMELESS SURVEYOR INSTRUCTIONS JANUARY 26th to 30th, 2015 - HOMELESS POINT-IN-TIME COUNT

Unsheltered canvassing begins Monday, January 26th and ends Friday, January 30th. The night of the count is Sunday, January 25th.

Please survey all unsheltered individuals and households that are normally outreached as well as individuals that are randomly encountered during the PIT count week.

If you have staff and volunteers assisting in the Monday Kickoff or doing outreach during the week, please make sure that it is coordinated with the agency or person who is the lead coordinator for that area. Volunteers should be under the oversight of trained outreach personnel and trained prior to the canvassing week.

Confirm that staff and volunteers helping with the surveying have filled out and signed the Contact and Confidentiality form. All forms should be coalesced and turned into Thayer Goya of the City. Thayer’s contact information is below.

Ensure that proper channels are established so that all surveys completed by volunteers and agency staff are routed to regional coordinators. Before entering survey data, regional coordinators should follow data quality protocols established prior to the count.

Surveys must be cleaned before being entered into the HMIS. Volunteers can assist with the cleaning and data entry, however, it is imperative that skilled HMIS staff are involved and overseeing these processes. Data quality is an extremely important aspect of the PIT; steps for updating client records, and cleaning and entering survey data into the HMIS will be provided before the PIT takes place.

Ensure that staff and volunteers have been properly trained by someone that has attended the PIT training and has reviewed the surveyor instructions handout. Training materials and power points will be delivered several weeks prior to the count’s execution.

If you have any questions regarding the PIT please contact: Thayer Goya: Phone 768-7772, or email [email protected] Carlos Peraro: Phone 429-6941, or email [email protected]

Safety Tips for Surveyors

Never survey alone – work in pairs and always stay within eyesight of others.

Never survey in an isolated area unless the area and the clients are known to you.

If there is an area that you do not feel comfortable surveying, do not survey and let the coordinator know that the area was not surveyed.

It is recommended that surveyors wear white or brighter colors to be easily visible. Wear comfortable clothes and shoes. Limit the amount of accessories worn, e.g. earrings, watches, chains, etc.

Look for any suspicious or dangerous activities when arriving at a site and avoid these areas.

Be observant of people around you and look up often while administering the survey.

Stay out of enclosed or tight spaces.

Do not pressure anyone to participate in the survey.

In case of an emergency, call or have another person call 911.

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Appendix 9: Additional 2015 PIT Count Instructions

The below provides clarification on several of the survey fields for the 2015 PIT Count.

Surveyors and volunteers should review the below before the week of the unsheltered count.

Single Survey Key Points

Pre-fill date – Agencies can prepopulate the forms prior to the PIT count week. This can

save time and improve efficiency during the PIT week. This can be beneficial for clients that

are known to reside in the same general location or frequent specific areas at specific times.

If prefilling forms, clients must still be located and verified as unsheltered during the

canvassing week.

Interviewer’s name, Agency/Group, Site of Interview, and Date fields – These fields should

all have 0% missing data rates. Coordinating agencies responsible for the collection of

surveys should review survey forms daily to ensure that this information has been filled in

correctly. Staff or volunteers responsible for data entry should ensure that these fields have

been filled in on the hardcopy forms prior to entry into the PIT HMIS module

Date field – As a data quality check, all dates should be in the range 1/26/15 to 1/30/15

Site of Interview (Actual Location) - If this is an office location please denote as such

Example: U.S.VETS (Office), CAV (Office). This will allow distinction between interviews

completed “on the streets” versus office settings.

Clients indicating that they were sheltered on the night of 1/25/15 should not be surveyed. If

clients indicate that they were sheltered, STOP, and don’t continue the survey.

Prior to entry into the PIT HMIS module, survey records should be reviewed and checked

against shelter census counts and sheltered locations to ensure that these records are

not entered into the HMIS. Each year there are hundreds of inaccurately entered surveys

that are ultimately weeded out of the dataset. A quick review can save time administratively.

First/Last Name fields (1) – VERY IMPORTANT TO COMPLETE. These fields

are incredibly important to link PIT to HMIS data. The rate of missing information can

be improved as skilled outreach personnel interact with clients that they serve regularly. This

is also why 1) volunteers should be paired with skilled outreach staff, 2) outreach staff are

asked as much as possible to use the whole PIT week, and 3) volunteers should let outreach

personnel know if clients refuse to be surveyed so that they are not missed.

When entering surveys into the PIT module of the HMIS after they have been cleaned,

searching effectively per the guidance outlined on pp. 7-8 of Hawaii’s DQP can increase the

rate of clients with a Client ID existing in the HMIS. The ID acts as a bridge between

datasets for more expansive analysis.

Surveys should be cleaned prior to entry by volunteers or agency staff to ensure that

duplicate surveys are weeded out. After identifying duplicates, one survey should be entered

based on a collection of the information on the duplicate surveys.

DOB field (2) – If client refuses to answer, estimate based on perception – this is better than

unknown/missing data. DQ missing/unknown rates should be very low ~ 0%

Gender (3) - If client refuses to answer, estimate based on perception – this is better than

unknown/missing data. DQ missing/unknown rates should be very low ~ 0%

Race (5) - Filipino should be categorized with “Asian”- to correspond to the most recent

HUD data standard classification

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Household (HH) Survey Key Points

In addition to the above bullets, the following salient points will aid in the improvement of

household data collection during the PIT Count week and improve the accuracy of the PIT

reporting.

Number of adults in HH (1) – This number should equal the number of hardcopy HoH and

Other Adult surveys collected for the particular HH. Examples of HHs include families,

couples, and groups of adults. Data quality checks should ensure that these equate prior to

entry into the PIT HMIS module.

Recommended that household forms are printed on colored paper for easy identification and

so that HH surveys are not accidentally entered as singles.

Number of children under 18 (1) – this number should be corroborated by actual children

accounted for during the survey and the number entered should equal the number entered for

questions 16, 17, and 18 on page 2 (back of HoH form).

Children’s demographic information (16-18) – new HUD data collection mandate, the total

number of children when summed for each should equal the result in (1)

Analysis of Oahu and Rural Counties PIT 2014 Names Collection Rates

Table 1: Prevalence of Full Name Collection in the 2014 Oahu PIT Count

Area Total Count # Full Names Collected # Missing Names % With Full Name

1 560 507 53 91%

2 317 298 19 94%

3 102 89 13 87%

4 104 84 20 81%

5 153 128 25 84%

6 5 3 2 60%

7 286 283 3 99%

Total 1,527 1,392 135 91%

GOAL for Oahu PIT 2015: 95%

Table 2: Prevalence of Full Name Collection in the 2014 Rural PIT Count

Island Total Count # Full Names Collected # Missing Names % With Full Name

Maui 486 465 21 96%

Kauai 267 252 15 94%

Hawaii 521 506 15 97%

Total 1,274 1,223 51 96%

GOAL for Rural Counties PIT 2015: 98%

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Table 3: Unduplicated HMIS Listing of Active Clients by Program as of

1/13/15

Agency/Program

Total

Persons

Total

Veterans

%

Veterans

Family Life Center - FLC - Homeless Outreach Program 584 44 8%

HOPE Services Hawaii, Inc. - HOPE - Homeless Outreach

Program 1,211 91 8%

Institute for Human Services - IHS - North Shore

Homeless Outreach Program 122 9 7%

Institute for Human Services - IHS - Urban Honolulu

Homeless Outreach Program 48 7 15%

Institute for Human Services - IHS - Waikiki Homeless

Outreach Program 3 0 0%

Kalihi Palama Health Center - KPHC - CBCM SSO

Program 2 0 0%

Kalihi Palama Health Center - KPHC - DHS Homeless

Outreach Program 159 3 2%

Kalihi Palama Health Center - KPHC - PATH Homeless

Outreach Program 169 5 3%

Kauai Economic Opportunity - KEO Homeless Outreach

Program 199 16 8%

Kealahou West Oahu - KWO - Homeless Outreach/Drop-

In Services 598 10 2%

KHAKO, Inc - KHAKO - Homeless Outreach Program 26 0 0%

Legal Aid Society of Hawaii - LASH - Oahu SSO Program 295 43 15%

Mental Health Kokua - MHK - Oahu Activity Center

Homeless Outreach Program 102 6 6%

Project D.A.T.E. - DATE - Homeless Outreach/Drop-In

Services 8 0 0%

Salvation Army - SARMY - Maui Homeless Outreach

Program 325 31 10%

US VETS - USVETS - Islandwide Homeless Outreach

Program 4 4 100%

Waianae Coast Comprehensive Health Center - WCCHC -

Homeless Outreach Program 316 8 3%

Waikiki Health Center - WHC - Homeless Outreach

Program 1,274 92 7%

Subtotal - Rural Counties 2,345 182 8%

TOTAL 5,445 369 7%

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Appendix 10: Preparation for the 2015 PIT Count

PIC and BTG Preparation for the 2015 PIT Count Background:

Analysis of the 2013 and 2014 PIT counts showed a significant amount of discrepancies between

individuals active in the HMIS and the actual canvassing efforts. PIC and BTG is asking

agencies, especially outreach agencies, to utilize the steps in this document to help prepare for

the 2015 PIT count in order to produce a more accurate count.

A key strategy this year will be for Outreach agencies to use their HMIS active lists as the

basis for clients they should be finding and enumerating during the canvassing period. The

steps below will help in this preparation. In order for the PIT count to improve, outreach

agencies must set higher standards for the whereabouts of the clients that they are serving as

indicated by being active in their HMIS records. All PIC and BTG agencies will support the

efforts of the outreach agencies during the canvassing period.

Key Preparation Steps:

1. Outreach agencies should first print out their active lists from the HMIS. The best reporting

function to produce a list that gives the name, intake date, and last encounter date is the

“Veterans Total Report” under REPORTS menu. Select the report and select “client names”

in the checkbox. This report can list all names with the veterans being designated by an

asterisk.

Select the date range. It is recommended to use a one-day date range, e.g. 12/1/2014 thru

12/1/2014. Copy and paste the listing into an excel sheet and sort by last name ascending

and, on separate tabs, sort by intake date, and by encounter date.

A sample of the report is attached on the last page of this document

2. The report produced above should be used to begin “cleaning” your HMIS active listing.

The months of Dec and Jan (leading up to the count) should be used to clean the active

listings and exit cases that are not active with your outreach program or that have not had

encounters within 3 months. It is asked that agencies print a final list on Monday, January 5,

2015, using the same report techniques.

3. It is recommended to edit or close out client records for the following reasons:

a) No encounter in the past 90 days. This list can be obtained by sorting on last encounter

date as described above. Exit information should be as accurate as possible, but lack

thereof should not preclude closeout. Please use the date of the last encounter as the exit

date if exit information is unknown.

b) Currently housed. Some agencies engage housed individuals. If clients are still

receiving services and are permanently housed, these clients should be entered into a

separate SSO HMIS program for your agency that is not assumed to be unsheltered (i.e.

Homeless Outreach). The same closeout procedures apply if housed clients are no longer

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receiving services. If you need help or guidance with any of the above, please contact

Carlos Peraro: [email protected] and he can assist you. Clients housed

through the Hale O Malama initiative should not be active in Homeless Outreach

programs. c) Duplication. Please merge any unique clients (i.e. different Client IDs) that you know to

be duplicates in your programs. If the system will not allow you to merge, please send to

Carlos Peraro to merge the individual’s intake records into one client record. Duplicates

that the agency has created that are the known to be the same client (i.e. same Client ID)

should be voided by agency admin staff. Reviewing Dup/Undup reports under the HMIS

Reports menu will help to identify clients in these cases.

d) Reducing Aliases. Efforts should be made to obtain consent from active clients with

aliases, and if gained, the alias should be edited to the actual name, then the above

procedures should be followed to avoid duplication.

ALL INDIVIDUALS ACTIVE IN HMIS HOMELESS OUTREACH PROGRAMS

SHOULD BE CONFIRMED AS LITERALLY HOMELESS. CLIENTS WITH A

HOUSING STATUS OF “STABLY HOUSED” SHOULD NOT BE ACTIVE IN

HOMELESS OUTREACH PROGRAMS.

Next Steps – General Overview of the 2015 PIT effort.

1. The revised listing as of January 5, 2015 will be considered your agencies ACTIVE list of

unsheltered homeless persons for the 2015 PIT count.

2. Canvassing efforts during January and leading up to the PIT Count will focus on finding

ALL THE PEOPLE ON YOUR ACTIVE LIST and documenting their current homeless

status and location of unsheltered encampment. This should aid in more effectively targeting

unsheltered homeless during the 2015 PIT Count. These efforts can also include prefilling

the PIT survey instruments for clients that agencies know will be unsheltered and have a high

probability of residing in known locations during the count. These clients should still be

corroborated during Jan 26th thru the 30th, however, prefilling will save time which can

ultimately improve the 2015 count.

3. Beginning in Dec 2014, agencies should work to update as much information for active

clients as they are encountered in normal outreach duties to further clean and update the

information in the HMIS. Please begin updating actual location information through

encounters so that ALL ACTIVE CLIENTS CAN BE FOUND (or have a high probability of

being found) during the PIT Count period. Additional strategies to accomplish this will be

discussed in meetings. Information to clients regarding the upcoming PIT count should

begin being disseminated as soon as possible.

Thank you for your participation in the upcoming Oahu and Rural Counties PIT Count.

Greg Payton, PIC Chair & Maude Cumming, BTG Chair

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St Joseph’s Homeless Outreach Center Clients (* denotes a veteran)

Last Name First Name Intake Date Exit Date Last Encounter

Brennan Colt 12/17/2011 10/30/2012 9:00

Bryant Kobe 9/26/2012 9/27/2012 14:40

Reagan* Ronald 8/11/2009 11/16/2012 15:30

Goodman Benny 9/25/2012 9/25/2012 10:30

James LeBron 4/12/2012 10/30/2012 10:00

Joel Billy 9/25/2012 9/25/2012 10:30

John Elton 8/8/2012 11/7/2012 10:00

Jordan Michael 2/1/2012 9/5/2012 11:45

Lincoln* Abraham 8/7/2012 8/7/2012 11:00

Marino Dan 12/17/2011 10/30/2012 9:30

Sinatra* Frank 4/10/2012 9/25/2012 10:00